What information and format for book data is required for your service?
Book data information and format:
We can handle just about any file format to upload and display your books on our web site including Access, Excel and FileMaker Pro. We recommend that you use our own inventory free management software HomeBase. However, if you have your own book list already or you wish to use your own inventory management system we can set this up for you. The data must be tab or tilde (~) delimited, and must be saved as a text file (file type = .txt).
There are 3 things that we require in order to convert your books to our format:
1. The data must be consistently arranged in a file. All book records must contain exactly the same number of fields, in exactly the same order; each field must be separated with the same type of delimiter. If you are using a database or spreadsheet package then this is quite easy to accomplish.
2. It is essential that each book record has a unique identifier. These can be numeric or alphanumeric, as long as they are unique. When you delete or sell a book, it is necessary to "retire" the associated ID number and use only new numbers for your new books. AbeBooks cannot guarantee the accuracy of a listing if a book number is re-used. A re-used book ID is any ID number that was previously assigned to a different book. Re-using book ID numbers may result in discrepancies. If you have more than one copy of a single you can include a quantity field in your book data to state how many copies of the title you have.
3. You will need to remove the books when they are sold (through other venues). You can do this by sending a file containing only the books you want to remove, by using a link on our Members Menu, or by adding a status code or a quantity field to your database or spreadsheet. For example: you can indicate that you have a book for sale with the number 1, and then when the book has been sold you can update the quantity to 0.
If your book records had the following field structure:
field 1: Book ID
field 2: Author
field 3: Title
field 4: Publisher
field 5: Illustrator
field 6: Publisher Date
field 7: Publisher place
field 8: Edition
field 9: Book Condition
field 10: Description
field 11: Jacket Condition
field 12: Binding
field 13: Catalogue
field 14: Keywords
field 15: ISBN
field 16: Price
field 17: Signed (“y” or “n”, or “yes” or “no”, etc..)
field 18: Quantity (to determine if the book will be put online or removed from the web site - use a “1” to indicate that the item is available, and a “0” when the item has been sold)
You may wish to use an Excel template that we have already set up for you:
For Mac users please click [here] to view an example.
Note: If you decide to use the template to catalogue your book with, please remember that before you send your book list to us to save the file as tab delimited text (.txt) format:
1. Open the Excel sheet
2. Select [File]
3. Select [Save as]
4. From the [Save as type] menu select “Text (Tab delimited)(*.txt)”
We can manipulate your data just about any way to fit into our database, so please feel free to set up your database to suit your needs. We will make your data fields flow in an appropriate fashion when viewed on AbeBooks.
Book terms and attributes:
If your book data does not have separate fields for attributes and only use the description field then AbeBooks searches this field of the book data you send to us. This is known as parsing. We check for the specific attributes that can be searched for using the Advanced Search function. This helps buyers to find your books on AbeBooks! These attributes and their various abbreviations are listed below. If you are not sure if parsing is switched on or off for your account please contact us.
Note: If you are using HomeBase to manage your inventory, you have the option of including attributes in the description field or by using the drop down menus. Please do not add attributes using both the description field and drop down menus. Adding information to both places may result in the attributes being displayed incorrectly. If you use the description field then we will switch on parsing for your account.
The description field of your book data file is checked for the following terms:
1. Jacket Condition: New, As New, Fine, Very Good, Fair, Poor
2. Book Condition: New, As New, Fine, Very Good, Good, Fair, Poor
3. Book Type: Hardcover, Paperback
4. Edition: First, Second, Third, Fourth, Fifth or later
5. Inscription Type: Signed by Author, Inscribed by Author, Signed by Illustrator, Inscribed by Illustrator
Note: It is necessary to distinguish between signed books and inscribed books as both will be searchable using the Signed attribute. If you do not wish to have inscribed books displayed as signed by the author, we kindly ask that you reword the book description to either “inscription in ink” or “hand-written note” instead
of “inscribed” or “inscription”.
Please review the AbeBooks Glossary for help with book terms.
How can I list my books on your platform?
Depending on your specific needs, AbeBooks offers many options to help you list & upload your books:
1. Online Inventory Management - Ideal for beginners who would like to enter their books directly online. ISBN Look-up feature is also available. Example
For further information see Using Online Inventory Management.
2. HomeBase - Our free inventory management software for cataloguing books, maintaining a customer database and creating invoices. Technical support included. With HomeBase you can keep a detailed list of your inventory, print your catalogues and easily export your book data. Features exclusive to AbeBooks member booksellers: Use of ISBN Look-up and Price comparison tools! Example [Download HomeBase]
For further information see Using HomeBase or download our HomeBase 2.3 User Guide.
3. Individual conversion of your book data - Should you already have a customised inventory system such as MichaelCole, Booktrakker, Amazon, BookRouter - or use a program such as Excel, Access or Filemaker to list your books, we can create a conversion specifically for your data format. Simply send a copy of your first file together with a field description (1 = book ID, 2 = author, 3 = title, 4 = publisher etc.) to conversions@abebooks.com - please remember to mention which software you use. We will check your data and get back to you if we have any questions. Example
For further information see Using your own data format.
[View list of possible formats]
You may wish to use an Excel template that we have already set up for you:
[Download Template.xls] 
Note: If you decide to use the template to catalogue your books, please remember that before you send your book list to us to save the file as tab delimited text (.txt) format:
1. Open the Excel Sheet
2. Select [File]
3. Select [Save as]
4. From the [Save as type] menu select "Text (Tab delimited)(*.txt)"
Note for Mac users: You can use Filemaker for spreadsheet structure.
4. XML-Interface (API) - For those with a high volume of sales we also offer a special XML-interface (API) that allows direct communication with the AbeBooks Server. The system ensures seamless integration of your AbeBooks-Business into your own order and inventory management system. Please contact us directly for further information on this service.
Details on how to upload your book data can be found on our online help. Read our data format recommendations.
How can I update my inventory on Abebooks?
The method in which you regularly update your AbeBooks listings depends on how you provide us with your data. Please use the appropriate link below to find further information on updating your inventory:
1. Online Inventory Management - Ideal for beginners who would like to enter their books directly online. ISBN Look-up feature is also available. Example
2. HomeBase - AbeBooks free inventory management software, makes it easy to list and maintain your books, clients, invoices and wants.
3. Individual conversion of your book data – For booksellers who already have a customised inventory system such as MichaelCole, Booktrakker, Amazon, BookRouter - or use a program such as Excel, Access or Filemaker to list your books.
4. XML-Interface (API) - For those with a high volume of sales we also offer a special XML-interface (API) that allows direct communication with the AbeBooks Server.
Using Online Inventory Management
If you do not have your own database or do not use inventory management software such as HomeBase, you can use our Online Inventory Management facility to easily add, update and categorise your listings via your AbeBooks bookseller account.
Adding a Listing:
1. [Sign On] to your AbeBooks.com bookseller account
2. Click [Your Books] in the Members Menu
3. Select [List and maintain your books]
4. The “Inventory Management: Find Listing” opens. Click the [Add listing] link located on the upper right corner of the screen
5. Enter the ISBN into the ISBN field and click the [ISBN Lookup] button. When the ISBN Lookup has been successful, you will receive a confirmation message. Note: Please verify all information automatically entered when using the ISBN lookup feature
6. In the mandatory fields (those fields marked with an red asterisk *) that are not automatically filled in, enter the appropriate book details
7. Click the [Add] button to add the book to your inventory
You will see a confirmation message when the book was been added. If you would like to see how the listing will appear in the search results, click the [Preview Listing] link.
Editing a Listing:
Once you have clicked [List and maintain your books], you can search for the book you would like to edit. This can be done by using the criteria in one of the 3 blue boxes titled ‘Online inventory’, ‘Deleted or Recently Modified Items’ or ‘Inventory by book number’.
1. Located the listing you wish to edit
2. Click the [Edit Listing] link below the listing
3. Edit your listing using the fields and drop-down lists available. Ensure that all of the required fields (those marked with an asterisk) are filled in
4. Click the [Save Changes] button
You will receive a confirmation message when the changes have been saved. If you would like to see how the listing will appear in the search results, click the [Preview Listing] link.
Deleting/Restoring a Listing:
Search for the listing you would like to delete using the instructions above.
1. Click [Delete/Restore]
2. Review the screen that shows which books will be deleted
3. If the selections are correct, click the [Yes, Delete] or [Yes, Restore] button
Adding a Catalogue:
You can add new catalogues to your inventory the same time that you add a new book into that catalogue. Follow the instructions to add a new book, above. On the right side of the screen, enter the new catalogue name in the "Or New Catalogue" field. When you add the new book, the catalogue will be created at the same time.
Editing a Catalogue Name:
1. From any of the List and Maintain screens, click the [Manage Catalogues] link in the top-right corner
2. Click the [Edit] link for the catalogue name you would like to update
3. Edit the name
4. Click the [OK] button
Viewing online inventory:
To view your complete online inventory:
1. Without entering any details select "100" from the "Results/page" drop-down menu
2. Click on [View Items]
Using HomeBase
HomeBase is our free inventory management software. You can work with it offline to catalogue and mange your books. Click here for information on installing HomeBase. Everything you should need to know about how to use HomeBase can be found on our HomeBase 2.3 User Guide. This includes how to add and edit books, how to manage catalogues, how to send your data to AbeBooks and much more. Below are our FAQs for HomeBase.
How do I send my book data to AbeBooks?
Enter your User ID & Password into HomeBase:
Once you have you have registered online and your bookseller account has been opened, you will need to enter your User ID and account password into HomeBase before you send your first book list to AbeBooks. If you are not sure what your User ID is, you can check by signing onto your AbeBooks account and selecting [Your Personal Information] and then [Update Your Account Information].
To enter and save your User ID and password in HomeBase:
1. Select [View] from the grey menu bar at the top
2. Then select [Options…]
3. Enter your User ID and re-enter password to ensure that it is correct
4. Click [Apply]
5. Then click [OK]
Once you have done this you will be able to send your book data to AbeBooks and update your online inventory.
Sending a full file to AbeBooks:
The first file that you send to AbeBooks should include all the books you have added to HomeBase. To send a file that includes all your books:
1. In the grey menu bar click [File] and then [Import/Export] and then [Export/Send to AbeBooks]
2. In the Send Data to AbeBooks box, select [Upload Books]
3. Clear the [Changes since last load date] option*
4. Select the [All Books] option*
5. Click the [Send] button
6. Click the [Save] button. A summary of the number of books sent to AbeBooks is displayed
7. Click [OK]. The data is exported to a saved file
8. Click [OK] in the export summary box
9. Click the [Connect] button.
A message is displayed stating that "Connection to ftp.abebooks.com successful"
10. Click the [Send File] button
11. Click the [Exit] button when the message "Transfer complete, closing connection" is displayed
* To send only your updates, ensure the [Changes since last load date] option is ticked and skip step 4 above.
* To purge your books follow the steps above, during step 4 also tick the box “Purge”. This will ensure that the full file you send us replaces everything that you have online. This will correct any discrepancies and help keep your data up-to-date.
Once you have uploaded a file to AbeBooks, you will receive an email confirming the file has been received and additional details about the file. If you find that the number of books is not exactly as you uploaded, this may be due to the fact that our system counts the lines in your file as opposed to the books. With certain file types this may cause the number to be inaccurate, so please do check the changes online.
To check the details of your file:
1. [Sign On] to your AbeBooks.com bookseller account
2. Click [Your Books] in the Members Menu
3. Select [Yesterday's billable listings]
As you can see below, you can use this page to check that we have received your file. You can see how many books were in the file and when the file's status was last updated. Additionally, you can review your current book count and your book count history.
How can I manage sold books in HomeBase?
It is important to ensure that your online inventory is up-to-date, especially after your first orders have been processed. A book ordered via AbeBooks will automatically be removed from your online inventory. It is however; very important to update this also in HomeBase, marking that book as sold to ensure that in your future uploads the book is not accidentally re-uploaded.
Managing Sold Books:
To remove books from the AbeBooks online system using AbeBooks HomeBase, you are required to change the status of your sold books to [Sold] and then send these changes to AbeBooks.
Note: It is very important that you do not delete books in HomeBase. Your books will only be completely removed from your AbeBooks inventory if you have marked them as [Sold].
When you send a file of sold books, AbeBooks matches those book numbers against the ones already online. When our system reads that book #1234 is marked as sold it removes the listing from the AbeBooks websites. It is imperative that you send your sold book records to AbeBooks on a regular basis.
To mark books as sold in HomeBase:
1. Click [Books] in the red bar. The [Find Books] screen is displayed
2. Select the book you wish to update
3. Double click to open the book record
4. Select [Sold] from the Status list
5. Click the [Save] button and then click [OK]
Note: There is a shortcut for marking books as sold. On the [Find Books] screen, select the sold books. Right-click and select [Mark Selected Books as Sold].
The best way to keep track of sold books in HomeBase is to create a "Sold" catalogue and move all of your sold books into it.
To create a Sold catalogue and move books into it:
1. Click [Catalogs] in the red bar. The [Catalogs] screen is displayed
2. Click the [Add] button . The [Add Catalog] box is displayed
3. Enter the catalogue name as "Sold" and enter a description (optional)
4. Click the [Save] button
5. Click [Books] in the red bar
6. In the Tools menu, select [Move all sold books to]
7. Select the "Sold" catalogue from the list. Click the [OK] button
All books marked "Sold" will now be moved into your "Sold" catalogue. You can now send your books to AbeBooks as you normally would.
Note: There is a shortcut for marking books as sold. On the [Find Books] screen, select the sold books. Right-click and select [Move all Sold books to] and complete step 7.
If you would like to find out more read the HomeBase 2.3 User Guide.
Other HomeBase FAQs:
Running HomeBase on more than one PC
Using your own book list
It is important to ensure that your online inventory is up-to-date, especially after your first orders have been processed. If you are using your own data format you can update your AbeBooks listings by sending us a file containing the changes to your stock. Please ensure that the file is in your usual format.
You can easily upload your files through your Members Menu:
1. [Sign On] to your AbeBooks.com bookseller account
2. Click [Uploads] from the Members Menu
3. Then click the [Upload your book file now!] button
4. On the Upload and List Client Pending Files, you will see the following: "What file would you like to send us?" Press the [Browse] button - this will allow you to search your computer and select the file you wish to upload
5. Choose the file to send
6. Finally, click the [Send File] button to transfer a copy of your file to our system
If you have any trouble using the AbeBooks Web Upload Facility there are other upload options, some of which have been listed below:
Netscape Web Upload
WS_FTP
Fetch (For Macintosh Users)
Removing Sold Books
A book ordered via AbeBooks will automatically be removed from your online inventory. It is however, very important to update your inventory management system by marking the book as sold. This will ensure that in your future uploads the book is not accidentally re-uploaded to AbeBooks
a. If you have a status or quantity field in your database or spreadsheet, you could send a file named delete.txt and include exactly the same fields as you do when you upload a regular (for sale) file. The books included in this file will then be removed from your online inventory.
b. Alternatively, you can send a file simply containing a list of the book numbers you want to have deleted. Each book number must be on a line by itself and the file should be named delnum.txt or delnum.tab. The file's extension should match the custom conversion we have set up for you.
Once you have uploaded a file to AbeBooks, you will receive an email confirming the file has been received and additional details about the file. If you find that the number of books is not exactly as you uploaded, this may be due to the fact that our system counts the lines in your file as opposed to the books. With certain file types this may cause the number to be inaccurate, so please do check the changes online.
To check the details of your file:
1. [Sign On] to your AbeBooks.com bookseller account
2. Click [Your Books] in the Members Menu
3. Select [Yesterday's billable listings]
As you can see below, you can use this page to check that we have received your file. You can see how many books were in the file and when the file's status was last updated. Additionally, you can review your current book count and your book count history.
Using XML-Interface (API)
For those booksellers with a high volume of sales we also offer a special XML-interface (API) that allows direct communication with the AbeBooks Server. The system ensures seamless integration of your AbeBooks-Business into your own order and inventory management system. Please contact us directly for further information on this service.
How can I install your software HomeBase?
If you would like to try out our free inventory management software then you just need to download and install the software on your computer. You can complete the download 3 easy steps:
1. Click [here]
2. Then click on the red [Download HomeBase] button located in the middle of the page
3. Click on [Save File] (Download should be complete within 60 seconds depending on your connection
Now simply follow these steps to install HomeBase on your computer:
1. Go to your computer [Desktop]
2. Double-click on the [HomeBase23EN.EXE] icon
3. Close any programs you have open and click [Next]
4. Read through the HomeBase Software license agreement and select the [I Accept the terms in the HomeBase Software license agreement] option. Click the [Next] button
5. To install HomeBase 2.3 to the default folder, click the [Next] button
6. Select the [Yes] option button and then click the [Next] button
7. Click the [Next] button
8. Click the [Next] button to begin the installation
9. Click the [Finish] button
Click [here] for a copy of the HomeBase 2.3 User Guide.
Note for Windows Vista users: Unfortunately, the “Home Basic” version of Windows Vista does not support FTP (File Transfer Protocol) uploads. To use FTP in these Windows Vista environments you will need to acquire addition software. Please consult Microsoft support for further details. Only Windows Vista Ultimate Edition supports FTP. However, you can create an export file in HomeBase and upload your books via your Members Menu once you have opened an AbeBooks bookseller account. Contact us and let us know which version of Windows Vista you are using, we will be happy to let you know how you can upload.
Note for Mac users: Unfortunately, version 2.3 of HomeBase cannot be run on the Mac system. Some Mac users have acquired and installed Virtual PC software, enabling a Virtual PC environment in which software such as HomeBase 2.3 can be run. Alternatively, you could try to run version 1.0 of HomeBase, which does run on some Macs. Click [here]
Illustrated instructions on how to add books and mange catalogues can be found in the HomeBase 2.3 User Guide.
How can I upload pictures?
Adding pictures to your inventory on AbeBooks can be accomplished by sending us the scanned images as GIF or JPG files separate to your book data files. Please note that images sent to our web site must be limited to a maximum size of 100KB. A graphics editor such as Paint Shop Pro will enable you to manipulate the files and adjust various features, including size.
Please ensure the file name you give to each picture is the exactly the same as the unique book number of the corresponding book. For example, when sending a picture of book number 000674, the image file must be named "000674.gif" or "000674.jpg".
Please note that Only one picture file can be associated with a book listing. If you wish to show more than one image with a book, you can create a single file with more than one picture in it. For example, you could take pictures of the front and back of a book -and then scan both pictures at the same time to create a single image; however, keep in mind that the resulting file size should be no more than 100KB.
There are two methods you can use to send your picture files: through the Members Menu, or by using FTP (file transfer protocol).
To upload pictures through the Members Menu:
1. Sign on with your email address password: (you will see the Members Menu).
2. Click [Uploads]
3. Click [Upload your book pictures (gifs and jpgs)] (you will see the [Upload Book Pictures] screen)
4. Type in the file name or browse for the file you wish to upload
5. Click the [Send File] button
When the file has successfully transferred, you will see a confirmation message on the screen - "file name.gif was uploaded to ABE!". The file name will also appear under the heading "Current contents of /pictures/".
Once the picture file has processed through our system, it will be linked to the corresponding book record and an image icon will be displayed beside the book. Click on the image icon to view the picture.
To upload pictures using FTP:
If you have several pictures and would rather not send them one at a time, you may zip all of them into one file and upload the zipped file to us by FTP (File Transfer Protocol), using your own FTP software (e.g. WS_FTP or Fetch).
